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Orbitz FAQ 11-14

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					            Yale University Frequently Asked Questions
Why should I use Orbitz for Business?         - Through Orbitz for Business, you can access the Yale University business
                                              discounts, all published fares, airline web fares and OrbitzSaver hotel rates.
Can I use Orbitz for Business for personal/   - When you log into the Orbitz for Business site it will ask you if your reservation is
leisure reservations?                         for business or leisure. Click on “leisure” if you’re planning a trip for yourself or
                                              your family that’s not on Yale Business. Remember that many discounts negotiated
                                              by Yale are available to you even when you’re planning a leisure trip. To find out
                                              more, go to www.yale.edu/travel.
Can I access Orbitz for Business from         - Yes. Orbitz for Business can be accessed anywhere the Internet is available.
anywhere?                                     Simply access the Internet directly from the airport, hotels, home or office. Go to:
                                              www.orbitzforbusiness.com
What information do I need to have on         - Your Yale email address and a temporary password: see your Yale Business
hand to sign in to Orbitz for Business?       Manager

What steps do I need to complete prior to     - Sign-in to Orbitz for Business and review/complete your travel profile. Click on
booking my business travel on Orbitz for      My Account>My Profile section located on the left hand side of the screen.
Business?                                     - Name of home airport – Bradley (BDL) is the default airport for this field.
Can I customize my Orbitz for Business        - Yes. Once you have signed on for the first time, you can add/edit frequent flier
travel profile to reflect my travel           numbers, credit card information and other preferences by updating the My
preferences?                                  Account>My Profile information.
                                              - Enter your frequent traveler numbers using the Preference links located on the right
                                              hand side of the screen. Don’t forget to “save” at the bottom of each preference
                                              screen.
                                              - My Travel Arrangers – use this link to add an authorized travel arranger(s) to make
                                              reservations on your behalf.
How can I allow someone else to make          - Go to: My Account>My Travel Arrangers, select travel arranger’s name and save
reservations for me?                          - E-mail Orbitz@yale.edu if your travel arranger’s name does not appear on the list.

How much does it cost to make a               - The service fee for online airline reservation is $7, and $22 for agent assisted.
reservation on Orbitz?                        - No fees for car and/or hotel only reservations.
                                              - Fees are non refundable and will be charged to the traveler’s charge card at the
                                              point of sale.
                                              - No fee for navigational support, i.e. assistance with system sign-in, profiles, etc.
Is the cost for making a business             - Yes.
reservation through Orbitz for Business
online and travel agency reimbursable by
Yale?
Who do I call if I have problems making a     - Call the Orbitz for Business customer service center at 1 877-ORBITZ1 (877-672-
reservation or need assistance after my       4891). The center is open 24/7/365. Customer Service can provide technical and
reservation is completed?                     navigational support, changes to existing reservations, emergency assistance
                                              enroute, or book new reservations via telephone. You will be prompted to provide
                                              the telephone number that appears in your travel profile.
Will I have access to the Yale negotiated     - Yes. Yale negotiated rates are integrated into the search results; preferred suppliers
rates for airlines, hotels and rental cars?   are highlighted as such in the matrix.
                                              - Yale negotiated rates are identified with a “preferred” rate tag in the flight, hotel
                                              and car rental displays.
How do I set up the credit card to be used    - Sign in to Orbitz and click on the Billing Information option in your My Account
for my business travel?                       section.
                                              - Add your Yale Purchasing Card or personal charge card in the Billing Information
                                              section.
                                              - Click the radio button to designate it as a business form of payment.
                                              - Be sure to enter exact billing address and phone number that is associated with
                                              card. If you have questions or don’t know the address see your Yale Business
                                              Manager or the Yale Purchasing card department at 432-3227.

How do I set up the credit card to be used    - Sign in to Orbitz and click on the Billing Information option in your My Account
for TRIP AUTHORIZATION?                       section.
                                              - Add your Yale Purchasing Card or personal charge card in the Billing Information
                                              section.
                                              - Click the radio button to designate it as TRIP AUTHORIZATION card.
                                              - Be sure to enter the exact billing address and phone number that is associated with
                                          card. If you have questions or don’t know the address see your Yale Business
                                          Manager or the Yale Purchasing card department at 432-3227.

I forgot my password, what do I do?       - If you have forgotten your password, click “Forgot password?” located on the
                                          sign-in page. Enter your e-mail address and a temporary password will be sent to
                                          that address.
                                          - After logging in, you will create a new password for your account.
                                          - Once you create your new password, re-enter your billing information as this is
                                          deleted for your security.
How do I receive my Airline or Hotel      Airline Ticket: -Airline Purchase Confirmations (E-Invoice) will be delivered to the
Purchase Confirmation?                    traveler/ arranger via e-mail immediately after the reservation is ticketed. The Air
                                          Purchase Confirmation will include the trip ticket number, itinerary, seat
                                          assignments, total airfare and billing information to include cardholder’s name,
                                          credit card type card number, displaying the last four (4) digits only and expiration
                                          date. A copy of the Airline Purchase Confirmation will be retained in “My Account
                                          >Past Trips”.

                                          Hotels: Two (2) forms of Hotel Purchase Confirmations will be delivered depending
                                          on the rate type selected during the reservation process. All Hotel Purchase
                                          Confirmations contain a reference line to review the cancellation policy, rate/ room
                                          details. The OrbitzSaver Hotel Confirmation is your receipt for reimbursement
                                          since the entire stay is charged to your credit card when you hit the purchase button.
                                          A non-OrbitzSaver Hotel Confirmation is documentation that your room has been
                                          reserved. The hotel folio for non-OrbitzSaver hotels is required for reimbursement.

What are OrbitzSaver hotel rates?         - OrbitzSavers are discounted hotel rates that Orbitz negotiates directly with hotels.
                                          BE SURE TO READ ALL RESTRICTIONS PRIOR TO PURCHASE AS
                                          RESTRICTIONS AND PENALTIES MAY VARY BY HOTEL PROPERTY.
                                          When booking OrbitzSaver hotel rates, please be aware of the following restrictions:
                                          - Prepayment by credit card is required. The total cost for the entire stay is charged
                                          to your credit card as soon as you hit the purchase button. The charges include the
                                          hotel room costs for the entire stay and applicable taxes.
                                          Immediately upon purchase OrbitzSaver hotel reservations carry cancellation
                                          penalties ranging from $25 to full forfeiture of the entire prepaid amount.
                                          OrbitzSaver reservations are considered a “package”, and any change to the
                                          reservation would require canceling and rebooking the hotel, based upon current
                                          availability. Please be sure that you read, understand and agree to the specific
                                          conditions and penalties for cancellation prior to purchasing an OrbitzSaver
                                          reservation. Because of the cancellation penalties, we suggest that you purchase
                                          OrbitzSaver hotel reservations close to departure and/or solely in those instances
                                          when your trip is unlikely to change or to be cancelled
                                          - The OrbitzSaver Confirmation is your receipt for expense reimbursement.
                                          - Call Orbitz for Business directly at 1 877-ORBITZ 1 (1 877-672-4891) to change
                                          or cancel hotel reservations. Do not call the hotel directly for changes or
                                          cancellations. The full-service travel agency fee does not apply.
                                          - When you check into the hotel, you will be asked for a credit card number to cover
                                          incidentals. The hotel will give you a receipt at check out for these expenses.
                                          However, actual room charges and taxes will not be shown on the hotel receipt
                                          because you have already prepaid for your stay through Orbitz for Business
How do I apply an unused non-refundable   - Orbitz for Business contains an “E-Ticket Tracking” feature that enables travelers
air ticket, issued through Orbitz for     to track qualified unused non-refundable tickets and apply toward future qualifying
Business, to future travel?               air travel.
                                          - Travelers who do not elect to utilize the E-Ticket Tracking feature, must contact
                                          the Orbitz for Business customer service center at 1 877-ORBITZ1 (877-672-4891)
                                          to process the exchange.
                                          - The $22.00 full service travel agency fee and the $7.00 online transaction fee will
                                          apply.
How do I cancel or change air tickets?    - The “Courtesy Cancel” will allow you to cancel airline reservations online within
                                          24 hours following the purchase without any penalty. After 24 hours the ticket can
                                          be changed online or by contacting Orbitz for Business. The outbound and return
                                          segments of an airline reservation can be changed prior to the trip. The airlines
                                          impose change or cancel fees will apply and display when changing the trip. The
                                          Orbitz for Business full service travel agency fee of $22 or $7 online for the initial
                                          reservation is not refundable.
Can I book the low cost carriers, i.e.,   -Currently, Southwest and Jet Blue do not display or sell their airline tickets through
Southwest, Jet Blue through Orbitz for    Orbitz for Business online; however the Orbitz full service travel agency can
Business?                                 purchase those tickets for you.

How Do I book for non Yale employees      There are two ways to book for non Yale employees. If you book on line, type in the
                                          traveler’s name under Question 2 “Who’s Traveling”. On the “Traveler Information”
                                          page, be sure to add the traveler’s contact phone number (for the airlines), and his
                                          email address under “Optional E-mail Itinerary”, so that he receives a copy of the
                                          itinerary.

                                          If you have several non-employees you are booking for, please fill in and fax Orbitz
                                          the YALE UNIVERSITY NON-EMPLOYEE / GUEST FORM.

                                          You may find it helpful to send your foreign travelers the Travel Request Form. You
                                          could fill in the conference name, and have the traveler complete the rest and send to
                                          Orbitz via fax or email

				
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